The Facilities Manager is responsible for coordinating corporate environment operations services across EMEA locations, with primary support based in Mayfair, London, UK. This role serves as the crucial point of coordination for vendors, preventative maintenance, office moves, compliance initiatives, and infrastructure-related projects.

This position blends workspace coordination with technology collaboration, ensuring safe, compliant, and operationally efficient work environments. The Manager partners closely with local and remote sites teams to deliver consistent service standards across all EMEA locations. Additionally, keep a close relationship with the Workspace and Tech Specialist in the US, to ensure all facility related matters are followed to standards.

Vista is the world’s leading global business aviation company, providing worldwide business flight services through its network of subsidiaries and a team of over 4,000 experts. A global group headquartered in Dubai, Vista integrates a unique portfolio of companies to offer asset-free services that cover all key aspects of business aviation, including guaranteed and on-demand global flight coverage, subscription and membership solutions, and trading and management services. 

A career at Vista means stepping into an environment where you’re trusted with real autonomy and responsibility from day one. Whether you're keeping our aircraft airworthy, flying our clients across the globe, or working in one of our corporate teams, you’ll move fast, deliver impact quickly, and grow through hands‑on learning and close collaboration within a supportive global community.  

Strong ownership, accountability, cross-functional collaboration, and a continuous improvement mindset are essential. The role requires a cost-conscious approach and an initiative-taking focus on process optimization, service quality, and waste reduction.

Corporate Environment & Vendor Management

• Coordinate vendors including HVAC, electrical, plumbing, pest control, furniture, and office moves.
• Negotiate vendor contracts and manage service agreements to ensure cost efficiency and service quality.
• Approve vendor invoices and validate services rendered.
• Advise on department’s budget planning and cost control initiatives.
• Evaluate vendors and identify opportunities for improved service and reduce operational waste.

Preventative Maintenance & Work Order Management

• Develop and maintain preventative maintenance schedules across all EMEA locations.
• Manage and document work orders and service requests.
• Ensure timely completion of installations, repairs, and facility modifications.
• Maintain accurate records of inspections, compliance documentation, and vendor agreements.

Safety & Compliance

• Coordinate fire suppression inspections and required certifications.
• Support safety drill coordination as needed.
• Assist with badging administration in partnership with Front Desk operations.

Space Planning & Office Operations

• Coordinate office moves, seating layouts, and workspace adjustments.
• Manage furniture procurement and installation.

Process & Quality Assurance

• Ensure adherence to established project management processes and methodologies.
• Contribute to continuous improvement efforts by suggesting enhancements, tools, and workflows.
• Support project closure activities, lessons learned, documentation reviews, and success analysis.

Technology Collaboration & Infrastructure Coordination

• Partner with IT teams on server room coordination, UPS systems, cabling, and infrastructure-related initiatives.
• Manage low-voltage vendors for installations and upgrades.
• Support limited IT-related operational responsibilities as time permits without compromising primary corporate environment duties.

Emergency Response & Escalation

• Serve as a point of coordination for workspace-related emergencies.
• Participate in an on-call rotation for true emergencies requiring after-hours coordination.

Continuous Improvement

• Drive documentation standards and operational process improvements.
• Identify cost-saving opportunities and eliminate inefficiencies.
• Promote accountability and ownership across all supported locations.
• Continuously evaluate service delivery models to improve effectiveness and efficiency.

• Bachelor’s degree in Workspace Management, Business Administration, Operations, or related field; or equivalent professional experience.
• 2–5 years of experience in workspace coordination, vendor management, operations, or similar roles.
• Excellent organizational and documentation abilities.
• Demonstrated ownership and accountability.
• Strong cross-department collaboration skills.
• Cost-conscious mindset with focus on continuous improvement.
• Ability to manage multiple priorities across locations simultaneously.
• Professional communication skills with both technical and non-technical stakeholders.